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Clinic Visit

The Clinic Visit Module is the central point of Medgate’s Occupational Health Software Suite. This robust and comprehensive module enables occupational health clinics to function at maximum productivity and effectively and easily manage and track all employee visits.

Key Benefits of the Clinic Visit Module:

This module will enable health clinics to:

  • Provide a central ‘home base’ to occupational health practitioners and clinic professionals
  • Efficiently manage all activities and information related to employee visits
  • Standardize procedures and treatment templates by creating uniform visit reasons that are used across occupational health suite modules

  • Connect clinic visits with the Case ManagementIncident Management, and Body Fluid Exposure modules to share/access all data for occupational and non-occupational illnesses/injuries from a central point
  • Integrate with the Inventory Module, which will help you manage medications by lot number and track quantities used/remaining
  • Run comprehensive reports to analyze and report on clinic visit data and clinic utilization

Key Components

The features of this module fall into five groups:

Clinic Visit Details

  • View a historical list of all past, current, and future clinic visits including status, practitioner, visit reason, chief complaint and case number
  • Track health center visits by treatment date and visit reason
  • Efficiently create new clinic visit records where the employee’s HR and demographic information is auto-populated once an employee is selected for a visit
  • Capture additional details, including the health center, attending practitioner, time taken for the visit, priority, vitals, chief complaint, employee statement, etc.
  • Record discharge details including duty disposition and medical disposition (e.g., referred to an outside provider)
  • Link to the Case Management and Incident Management modules if the visit is flagged as occupational and/or case-managed, or if you have selected to share with safety; this allows for the efficient bidirectional sharing of data (as permitted by your security settings)
  • Record the employee’s vital signs and trend vital signs within the Medical Chart
  • Manage referrals:
    • Track details, including where / to whom the employee was referred (outside provider, hospital, etc.) and the referral type
    • Print/email a referral form with all of the details regarding the appointment
  • Store documents/images associated with the clinic visit in various file formats
  • Flag diagnostic information on a Problem List report
  • Capture detailed notes relating to the visit:
    • Record note date, note time, and author
    • Enter free text notes or use a pre-defined notes templates (e.g., back pain, repetitive motion, ergonomics) in S.O.A.P. or text format
    • Flag whether the note should be shared with safety, added to the problem list, or marked as private
    • Electronically sign/co-sign notes and capture the sign date; notes cannot be edited or deleted after they are signed and locked down
    • Define whether employees must immediately lock down notes, allow a delay before locking notes, or whether the system should lock all notes at a specific interval (e.g., every night)
    • View all notes for related clinic visits and the case (if applicable)
  • Record and view procedures (e.g., cast-administered), diagnoses, allergies
  • Record prescriptions and generate prescription forms to print or email directly to the pharmacy
  • For Medgate-hosted U.S. clients, use the Drug Database and ePrescription functionality to perform extensive drug research and to transmit prescriptions and respond to refill requests electronically
  • Record multiple injuries/illnesses in addition to the primary nature of injury

Case/Incident Management Data

  • Share data with case management and safety to auto-populate any of the details below from the Incident Management or Case Management modules, or to share any data with these modules if the case/incident begins with the employee’s clinic visit
  • View/capture all case management / incident information, including:
    • Comprehensive case details (same details as tracked in the Case Management Module)
    • Description of the event leading to the injury/illness (root cause analysis details)
    • Treatment information, including treating facility, physician, whether the employee visited the emergency room, etc.
    • Safety classifications
    • OSHA details (if applicable), including whether the case is OSHA recordable, the date the case became recordable, and whether it should be lined out on the OSHA log
    • Workers’ comp / claim report information including jurisdiction, claim number, and insurance carrier
    • Short term disability (STD) details, including STD start date, days taken, and days remaining
    • FMLA / State FMLA details
  • Automatically populate jurisdictional workers’ compensation forms so all you have to do is print and send
  • Automatically populate the OSHA 301 form for any OSHA recordable injuries/illnesses
  • Track all employee absences, shared with case management (see the Case Management Module for more details)

Exam Activities List

  • Track any surveillance/exam activities that are required to be completed for the employee from a central access point
  • Add additional activities to the list ad-hoc
  • Link directly to the module in which the activity needs to be recorded (e.g., if the employee is required to undergo a ‘complete blood count (CBC)’ test, then you would link to the Clinical Testing Module directly from the exam activities list and record the details of the activity)
  • View the completion statuses for any/all exam activities related to the employee; status is automatically updated once the exam activity has been completed within the related module (e.g., Audiometric Testing)
  • Manage compliance of exam activities by tracking clearance status for any surveillance activity (e.g., a company might implement a pass/fail threshold for employees who are working in a certain job; this information is recorded here)

Clinic Visit Reports

  • Run a host of employee-specific as well as aggregate clinic reports using the Standard Reports tool
  • Report on any information captured within the module with our flexible Report Writer tool
  • Use Medgate’s dynamic Metrics tools to analyze / slice and dice clinic visit counts by various filters, including diagnoses, clinic visit status, employee, and other demographic/geographic dimensions

Integration Points

The Clinic Visit Module integrates with the following modules in the Medgate system:

Occupational Health Software Suite:


Safety Software Suite:

Training Software Suite (all modules)

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